The use of computers for office information systems has grown tremendously within the last 10 years. They can be used to perform many tasks that would normally consume hours of work each time a document or a page needed to be retyped.

By using word-processing equipment, you can create letters, memorandums, forms, and other documents that once had to be typed on a typewriter. Once the information has been created, you can save it on a disk for future use-you do not have to recreate it at a later date if you need it again. If any information needs to be changed, you can make corrections, rearrange paragraphs, or change the document in any manner, depending on the action required.

Never before has technology reached the point where whole instructions, letters, and large quantities of classified information could be placed in so small an area. The possibility that information can be lost or stolen because of improper safeguards and misuse is an ever-present danger. Automated data-processing (ADP) equipment is an invaluable asset in time savings. It is up to you to ensure that it is properly used and protected.

This section discusses proper use, care and maintenance, protection, and security of ADP equipment.

ADP EQUIPMENT USE

The first and foremost thing to remember is that word-processing systems are to be used for official business only. They are not for your own personal use or for playing games during your breaks. It is your responsibility to ensure that there is no unauthorized use of the equipment. The unauthorized use of computer disks can possibly result in computer viruses, which are destructive program intrusions that can destroy, modify, disclose, or deny use of the equipment.

The systems you will work with are microcomputers. They can be programmed, but it is not a necessity. Primarily, you will use packaged or off-the-shelf programs designed for specific applications. You will use three basic programs: word processing, data management, and spreadsheets. Word-Processing Programs

You can use word-processing programs for any function that involves text, such as letters, memorandums, forms, etc. You can also edit, store, retrieve, and print the text. Using these functions, you can delete lines, sentences, and paragraphs. You can move paragraphs from one part of the text to another or to a completely different document. Word processing is particularly useful for text documents that are repetitive or that require many revisions. It saves much document retyping.

Data-Management Programs

Data-management programs allow you to enter and retrieve data in a variety of ways. You enter the data into the computer, where it is stored on a disk. Once the file is stored on the disk, you can retrieve it by searching the records, Also, you can print specific fields from the file. For example, you can print a command roster with name, rank, and social security number, or you can print the names in alphabetical order. You can also generate reports by specifying what records you want to use, what data you want from those records, and whether you want data from more than one record to be combined with other records. This program is extremely useful in the administrative and supply areas.

Spreadsheet Programs

Spreadsheet programs are tables of rows and columns of numbers that allow you to specify needed calculations. You enter the basic information into the appropriate row or column, and the program does all the calculations automatically.

ADP EQUIPMENT CARE AND MAINTENANCE

ADP equipment is normally covered by a maintenance contract to ensure that any system that fails is corrected only by authorized maintenance personnel. Do not, under any circumstances, try to repair the system yourself.

ADP equipment is well designed and does not require a lot of maintenance. Periodically, you should clean, dust, and wipe fingerprints from the monitor screen and the cabinet. When you clean the equipment, use the following procedures:

1. Ensure that the power is turned off before you start to clean the equipment.

2. Use a cloth that is lightly dampened with water or a specified cleaning solution.

3. Do NOT use spray liquids or soaking-wet cloths.

4. Do NOT attempt to clean the storage disks.

5. Use only the authorized cleaning kit to clean the disk drives.

6. Ensure that all equipment is completely dry before reapplying power to the system.

The most common problem experienced with computer systems is the buildup of dust over a period of time. To avoid this problem, keep the keyboard, the computer, and the monitor covered when they are not in use.